[AIIM18] Automation and Integration (Not Rip and Replace) - Stephen Ludlow

Automation and Integration
(not Rip and Replace)
April 12, 2018 | Presented to AIIM
Stephen Ludlow

OpenText Confidential. ©2018 All Rights Reserved. 2
Pity the User!
File
Profile
Create Consume
Find
Use
Do I have to manage
this document?

Pity the Organization!!
File
Profile
Create Consume
Find
Use
15 years of investment
in IM

As long as humans are
involved, unstructured content
will continue to be essential to
the way we work
Planning ResearchEvidenceEducation GuidanceCompliance
Create Consume

AGENDA
Opportunities for Automation
Babies and Bathwater
Changes in the way we work

1. The Digital Workplace
2. Digital Transformation
of Processes
3. Cloud and Content
Services
Three Trends Impacting
the Way We Work

•  The technologies people use to
get work done in today’s
workplace by modern
knowledge workers
•  Communication
•  Collaboration
•  Sharing
•  Ad-hoc processes
•  Content creation and retrieval
Focus on knowledge
worker productivity
The Digital Workplace

End-user power
•  End-users unwilling or unable to
file or make records
management decisions
•  Sharing controlled by users
•  Information organized by and for
the user - not the organization
•  Riskiest content
•  Retention controls required
•  Findability issues

Automation Opportunity
•  Retention policies must be applied
without end-user intervention
•  Content can be automatically
classified based on
•  Content
•  Role
•  Combinations of both
•  Capabilities must also include
litigation hold
•  Reduces litigation risk and
retention costs without impacting
productivity

•  More than digitizing paper -
business processes transformed
from analog to digital
•  Requires facts and a single
source of the truth
•  Integration ensures information
can flow through value chains
•  Organizations investing in
•  ERP - CRM - HCM - PLM
•  Can connect customer
engagement to internal
processes to meet digital
services expectations
Focus on business process
productivity
Your Digital Business

Applications create digital
silos
•  Structured business process
almost always includes
unstructured content
•  Unlike structured information,
content is often stranded in
business applications
•  Silos of information create
productivity issues, access
problems, duplication and rework,
incomplete information and poor
decisions

Context is critical!
•  Eliminates silos by extending
content services to business
applications
•  Utilize the business process to
provide automate the application
of metadata and records
management classification
•  Increase productivity by surfacing
content in the right context
throughout business processes
and value chains

Campaign and
lead generation
Opportunity and quote Sales order
Engineering
(Project)
Production
and delivery
Service
Quote
Contract
Product specification
Business content
Sales order
Order confirmation
Requirements specification
Collaterals
Product information
Leads sheets
Engineering drawings
Project documentation
Detailed specification
Purchase orders
Material requirements
Quality inspections
Case/Problem documentation
Customer emails
Solution description
Example value chain: Opportunity to revenue

Applications Integrations
Cloud Beyond the Enterprise
Content Services
Digital backbone for unstructured content in critical business
processes and across value chains

WHY?
WHY
NOT!

Cloud is not just a delivery model
Consumer applications have been training
knowledge workers’ expectations
Cloud applications have been training IT and
Procurement
Cloud Shift

Content Services Adoption
2016 2017 2018 2019 2020 2021 2022
On Prem
Multi-Tenant
Single-Tenant
Inflection
Point
Inflection
Point
Transition

AGENDA

Automation in Content Services
You can not manage what you do not understand
Metadata is the foundation for process automation, governance
RM Classifications, findability, context, routing, security etc.
People are terrible at filing documents and creating and applying
metadata
Automating the capture and application of metadata is the first step in good
information governance and the first step in many business processes

Not
Filing?
When is
Filing

Not
Filing?
When is
Filing
When it is automatic

Advances in Capture and Automation
Advanced Recognition
Automatic and Effortless
Enterprise Processes
Deeply integrated and scalable
Distributed Capture
Capture Anywhere
Enable real-time capture
scenarios on all kinds of
devices and integrated with
leading systems to drive
process efficiency and
compliance
Further improve existing first
class information extraction
capabilities with advanced
imaging technologies,
machine-learning and deep
learning algorithms.
Provide out of the box,
integrated customer solutions
which support specific
business processes.
Configuration is possible
through key users without
technical knowledge,
continuous optimization
provided through advanced
business context
Deployment Options
On Premise / Hybrid / Cloud
Provide customers full range
of deployment options. Deliver
hybrid Information Extraction
Services..

Invoice Verification
Processing
Processing
Sales Orders
Processing
Mailroom for HR
Delivery Notes
Processing
Create
Vendor
Invoice
Create
Sales
Order
File HR
document
Create
Goods
Receipt
Finance
Fulfillment
HCM
Warehouse
Capture
EDI
Paper
Fax
Email
Business
Network

Benefits
•  Document automatically filed based on
business rules
•  Metadata added from document and
from context
•  Humans handle exceptions
•  Exceptions decrease over time

Not
Filing?
When is
Filing
When it is already filed

OpenText Confidential. ©2018 All Rights Reserved. 26OpenText Confidential. ©2016 All Rights Reserved. 26
Automated
Document Authoring
Business Administrator
•  Creates document templates
•  Manages Text/Image resources
•  Defines which areas of the document
can be modified
Approver or Supervisor
•  Reviews + Approves Template
•  Releases document to production
Business User
•  Interactively generates documents in
business context (based on defined
templates and a guided procedure)

Benefits
•  Documents are created inside the ECM system
based on a guided procedure rather than the
users desktop
•  Documents are created based on centrally
managed and approved templates
•  Metadata and pre-populated based on the
business app or captured via the guided
procedure
•  Folders and workspaces have an understanding
where defined document types are stored

Not
Filing?
When is
Filing
When it is transparent

Knowledge
Workers make
filing decisions
every day
Business
documents are
added into
business
applications as part
of daily activities
Business Process
adds context that is
not found in the
document
(ie content
analytics is not
effective)
Content Services
makes it possible
to bring document
management into
application where
knowledge workers
work every day
Transparency Through Integration and Applications

Connected Workspaces
Business Object
Lead Application
Data,
Roles,
Structure,
Relations,
Classifications
Extended ECM Platform
Template based Creation
Business
Workspace
Trigger
Event
WORKSPACE
TEMPLATE
Content
in Context
Embedded Workspace User Interface

Example of a Connected Workspace
Customer
workspace in
Content Suite
Customer data
from Salesforce
Same customer
workspace in
Salesforce

CUSTOMER
WORKSPACE
SALES ORDER
WORKSPACE
PRODUCT
WORKSPACE
The Extended ECM Family
xECM for
SAP
xECM for
Successfactors
xECM for
Oracle
xECM for
MS SharePoint
xECM for
Salesforce
xECM for
Process Suite
xECM for
Engineering
xECM for
Government
NEW NEW

Benefits
•  Documents automatically filed by or within lead applications
•  Metadata and classification applied automatically
and in the background
•  Consistently applied metadata that powers search
and faceted browsing
•  Consistently applied RM classification with
trigger-based retention as needed
•  Unified access to application documents
outside of the lead applications
•  Single source of unstructured content
•  Compliance and internal controls for the
unstructured content of lead applications
WORKSPACE

WHY?

Embrace and surround Office 365 and the digital workplace
•  Content Creation
•  Ad-hoc Collaboration
•  Good-enough Lifecycle
Management
Context
Content
Personal and team
productivity
Process productivity
and compliance
Capture CAD/Engineering Auto-generated
•  Extend content services into
lead applications
•  High-end document
management
•  Repeatable collaboration
•  Records management
Integration
services
services

Extended ECM for Microsoft SharePoint
Accelerate E-Mail Filing in Outlook
2. Select Workspace folder
to store the Mail and click
save icon
1. Search Workspace by
Business Object Type and
Type-Ahead Search

Extended ECM for Microsoft SharePoint
Leveraging Collaborative Services of Office 365
Click arrows to open this
group, conversation or
calendar in Office 365
Click title to view a
calendar entry.
Click title to view a
conversation thread.
Microsoft Office 365 Group is
linked to an Extended ECM
Workspace which itself can be
linked to ERP or CRM customer

•  Word, Excel, PowerPoint in the
browser
•  Works cross-platform (Windows,
Mac, mobile, etc.)
•  View and edit, Co-Authoring
(multiple people working on the
same document in real-time)
•  No installation on client machine
Integrate Seamlessly with Office Online

AGENDA

Content Services Strategy
API’S
Continued investment and
roadmap commitments
IntegrationsSolution components
Integration
Leverage existing
platforms
Convergence in
next-gen-platform
Content services Case services Capture services
Horizontal Content Applications Content ExtensionsIndustry Content Applications
Life Sciences
Express
Supplier
Exchange
Content Services
Core | Courier |Snap
File Sharing, Exchange and Capture
Creative
Collaboration
High value content collaboration
Streaming
Review and Mark-up
Digital Business

•  Standard platform: Flexible
content services
•  Flexible: Purpose-built Apps,
Extensions
•  Agile: Short innovation cycle,
self service, elastic
•  Hybrid: Cloud to on-premises,
cloud-to-cloud integration
Cloud options
•  Superior managed service:
Infrastructure, software, enhanced
application management
•  Cost reduction: Remove operating
costs, increase service levels
•  Hybrid: Cloud to on-premises, cloud-to-
cloud integration
•  SaaS-like: Simple metrics, simple
pricing, fast provisioning
•  Guided business configuration:
FasTrack implementation
•  Standardized: Best practice package,
remove upgrade costs
Hybrid Cloud
“SaaS-like” packaged cloud
services, available for dedicated
solutions
SaaS
applications
Multi-tenant, built-for-purpose
applications, Content Services
and extensions
On Premises & Cloud Applications (ECM, ERP, HCM, LOB …)
Managed services
custom cloud
Customized, individual cloud
services, available for all
OpenText products

Cloud options
eg. Documentum
Content Suite
Move existing
on-premises
solutions here
eg.. xECM for
SuccessFactors
Acquire and deploy
new solutions here
eg. Core, Snap,
Archive Center
Extend existing
solutions here
Hybrid Cloud
“SaaS-like” packaged cloud
services, available for dedicated
solutions
SaaS
applications
Multi-tenant, built-for-purpose
applications, Content Services
and extensions
On Premises & Cloud Applications (ECM, ERP, HCM, LOB …)
Managed services
custom cloud
Customized, individual cloud
services, available for all
OpenText products

Applications and Platforms
Applications are built-for-purpose using subject matter expertise into a
business process
“App-ification” is being driven by consumer expectations that if you
understand the process, the app should be intuitive
Apps and Applications make platforms successful
Platforms make Apps and Applications successful by eliminating the
information silos that impede processes and productivity

It is time
re-think ECM
Digital business
•  Extend content services
into business process
•  High-end DM
•  Archiving
Digital workplace
User productivity
•  Content creation
and retrieval
•  Ad-hoc collaboration
and sharing
Management
Platforms are coalescing around use cases

Connects content to
your digital business
Digital business
•  Extend content services
into business process
•  High-end DM
•  Archiving
Digital workplace
User productivity
•  Content creation
and retrieval
•  Ad-hoc collaboration
and sharing
Management

CALL
TO
ACTION

IM PROFFESIONALS
Evaluate how you are using ECM
Differentiate between ad-hoc activities
and repeatable process
Re-think your taxonomy!
Extend into a lead application

IT ADMINSTRATORS
Commit to Enterprise FSS
Upgrade
Consider Managed Services
Plan your journey to the cloud
Support the LOB using Content
Services

LINE OF BUSINESS
Look for information silos
Demand Solutions
Listen to your users

AIIM helps you solve your information-driven business challenges
THANK YOU FROM

[AIIM18] Automation and Integration (Not Rip and Replace) - Stephen Ludlow

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[AIIM18] Automation and Integration (Not Rip and Replace) - Stephen Ludlow